Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant)
Front Desk Receptionist & Patient Communication Coordinator (Virtual Assistant) Position Type: Full-time Work Hours: 8:00 AM - 5:00 PM EDT Work Days: Monday-Friday Salary: $5–$6 per hour (depending on experience) Job Code: [EB-FrontDesk] Workplace: Remote Preferred Candidate Location: Philippines
About the Role
Our client is seeking a highly organized, professional, and patient-focused Virtual Assistant – Front Desk Receptionist & Patient Communication Coordinator to support a growing concierge wellness and aesthetic practice specializing in personalized healthcare, hormone optimization, integrative wellness, and aesthetic treatments. This role is perfect for someone who thrives in a fast-paced environment, enjoys helping patients, and delivers exceptional customer service with professionalism and empathy. As the first point of contact for patients, you will play a key role in creating a seamless and welcoming patient experience while supporting daily front desk and administrative operations remotely. You will assist patients with scheduling, appointment coordination, treatment inquiries, follow-ups, patient retention efforts, review outreach, and general communication support. The ideal candidate is proactive, detail-oriented, dependable, and comfortable communicating with patients regarding wellness and aesthetic services. Scope of Work / Responsibilities Answer inbound patient calls and inquiries regarding wellness and aesthetic services such as: - Hormone Replacement Therapy (HRT) - Botox - Fillers - Integrative wellness treatments - Preventative and personalized healthcare services - Manage appointment scheduling, rescheduling, confirmations, and calendar coordination - Conduct patient follow-up calls after procedures and treatments - Perform patient retention and 4-week follow-up calls - Send Google review outreach messages and manage review links - Manage patient messaging and communication - Assist with calendar and email management - Provide billing and insurance verification support - Maintain professionalism, confidentiality, and excellent patient care standards - Support daily front desk and administrative operations remotely Top Priorities - Answer inbound calls promptly and prevent voicemail overflow - Conduct post-procedure patient follow-up calls - Manage Google review outreach and patient retention efforts Systems & Tools Used - Elation (EHR) - Aesthetic Record (EHR and potential phone integration) - Spruce Health (phone system) Requirements - Medical education or degree: Not required - Previous experience as a Virtual Assistant: Preferred but not required - Medical license (doctor, nurse, PT, etc.): Not required Preferred Qualifications - Previous experience in a med spa, wellness clinic, concierge medical practice, integrative health clinic, or aesthetic practice preferred - Familiarity with wellness, hormone optimization, and aesthetic terminology/services - Experience handling patient communication, appointment scheduling, or virtual reception work is highly preferred - HIPAA trained and certified preferred - Experience in customer service, patient care coordination, or virtual receptionist roles is a plus Skills & Personality Traits - Excellent verbal and written English communication skills - Strong phone communication and customer service abilities - Professional, warm, and compassionate demeanor - Ability to confidently answer patient questions regarding treatments and services - Highly organized with strong attention to detail - Reliable, proactive, and able to multitask effectively - Comfortable working independently in a remote environment Basic requirements - Must be proficient in speaking and writing English very clearly - Must have relevant work experience - Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory] - Must be available for video meetings with your camera on (when needed) Technical requirements - Device: Reliable laptop or desktop computer. - Internet: High-speed connection (minimum 10 Mbps). - Audio: Noise-canceling headset. - Video: Webcam for virtual meetings. - Workspace: Quiet, professional environment. Benefits - Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. - Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. - HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. - Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. - Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. - Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. - Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. - Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance. These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.